Agenda and minutes

Schedule 12 of the Local Government Act 1972 requires a record be kept of the Members present and that this record form part of the minutes of the meeting. Members who cannot attend a meeting should tender apologies to the Town Clerk.

Apologies for absence had been received from Councillor Berry (substituted by Councillor Hemmings), Councillor Dodwell and Councillor Kharawala.

(i)            The Localism Act 2011 and the Code of Conduct requires Councillors to declare any pecuniary interests, other registrable interests or sensitive interests in items on the meeting agenda, which are not already included in the Register of Interests. Members may choose to declare interests already listed in the Register for clarity and transparency.

(ii)          For disclosable pecuniary interests, Members must leave the room and not participate in discussion or voting, unless a dispensation has been granted

(iii)         For other registrable or non-registrable interests which directly relate to the financial interest of a Member, a relative or close associate, councillors may speak on the matter only if members of the public may also speak at the meeting. Thereafter, Members should leave the room and not participate in discussion or voting, unless a dispensation has been granted.

(iv)         The Council/Committee/Sub-Committee is asked to consider approving any requests for dispensations to speak/vote on any agenda item in accordance with the Dispensations Procedure.

No declarations of interest were made.

To receive questions and statements from members of the public in respect of any item of business included in the agenda, as provided for in Standing Order No.s 3(e)(f)(g) and 3(h).

There were no questions from the public

(a) To receive and approve as a correct record the minutes of the Policy and Finance Committee meeting held on 23 January 2023 (attached), in accordance with Standing Order 12.

(b) To receive information updates on matters arising from the previous meeting (if appropriate).

(a)        The Committee received the minutes of the Policy & Finance Committee meeting held on 23 January 2023.

RESOLVED that the minutes of the Policy & Finance Committee meetings held on 23 January 2023 be approved as a correct record and were signed accordingy.

(b)           Updates from the previous meeting:

Minute reference 428/PF (Pages Park Fine Turf Lawns): it was confirmed the turf would be relaid in the Autumn and the path completed before the turf was laid.

Minute reference 430/PF (Sub-Committees and Task & Finish Groups): concerns were raised regarding a Central Bedfordshire Council consultation on potential options for land south of the High Street going ahead without any engagement with the Town Council.

(a)  By invitation, representatives of Cloudy I.T. will attend the meeting to present options and answer technical questions in respect of the potential provision of devices for Councillors for 2023-2027. 

(b)  To receive a report regarding the potential provision of devices for Councillors for 2023-2027 (attached) and to consider the recommendations contained therein.

By invitation, two representatives of Cloudy IT attended the meeting to give a brief presentation on services including use of O365 and Decisions software, as well as the potential to source and provide support for council owned devices to help and support the work of councillors in their role from May 2023. Technical questions were invited, after which the representatives left the meeting.

The committee then considered a covering report regarding data security and legislative obligations, with a summary of feedback obtained during a councillor survey in summer 2022 which led to specific recommendations regarding the procurement of council owned devices for councillor use in the next administration.

Whilst the move from paper-based meeting agendas had in recent years saved significantly on paper and costs, particularly in terms of officer time, it was noted that the recommendations were based not solely on this but on the other potential advantages to be achieved through sharing of documents in Sharepoint or Teams, greater potential for informal communications through Teams to reduce internal email traffic and share information, and the ability to better provide training and support if all councillors were using the same devices and platform. It was confirmed that the council would continue to endeavour to meet the individual requirements of councillors, for example through provision of paper meeting documents, large print or colour paper if requested and if individuals preferred this to using the technology. 

It was proposed and seconded that the recommendation to procure devices for the next council administration be approved, with a slight amendment to source 23 rather than 21 to allow for spare devices if needed.  On being put to the vote, this was carried (8 for, 1 abstention).

RESOLVED to procure up to 23 council owned devices for use by elected Members from May 2023 - May 2027 together with associated device management and support, to enable all councillors to undertake their role and safeguard council compliance with legislation regarding information management (costs to be met primarily from earmarked reserves).

To receive and note the schedule of January invoices paid in February 2023 (attached) (approved for payment by the Town Clerk and two bank signatories).

The Committee received schedules of payments for January which had previously been approved for payment by the Town Clerk and countersigned by two signatories.  There were no anomalies or matters of concern to draw to the attention of the Committee.

The schedule for January dated 10 February 2023 included BACS payments amounting to £123,432.16 (page numbers 3181 - 3192) including petty cash payments for £47.23 for the White House and £99.29 for Tactic and salaries of £111,175.32.

A cash book report for January 2023, including details of all direct debit payments, was also received.

RESOLVED to receive the schedules of payments for invoices received in January paid in February 2023.

To receive and consider the Committee work plan and objectives for 2022-23 (attached).

The Committee received the Committee Workplan and Objectives for 2022-2023.

RESOLVED to note the Committee Work Plan and objectives for 2022-2023.

To receive the following draft minutes and to consider any recommendation/s contained therein:

(i)            Health Services Task & Finish Group meeting held 5 December 2022

The Committee received the draft minutes of the Health Services Task and Finish Group meeting held on 5 December 2022.

A question was raised whether the Patient Participation Groups had set up a meeting with local Primary and Secondary care representatives following the public meeting held in February.  Members agreed a meeting should be convened to discuss how to move forward including a potential review of the Terms of Reference for this Task and Finish Group.

RESOLVED to receive the draft minutes of the Health Services Task and Finish Group held on 5 December 2022.

As set out in Standing Orders, to receive the list of Town Council memberships/subscriptions for annual review (attached).

The Committee received a report to review the Council’s and/or employees memberships of other bodies.

RESOLVED to note the Town Council’s and/or employees’ memberships of other bodies.

As set out in Financial Regulations, to undertake the annual review of the Investment strategy.

The Committee received and considered a report to approve and recommend to Council the re-adoption of the Investment Strategy with no changes.

RECOMMENDED to Council the re-adoption of the Town Council’s Investment Strategy.

To receive and note a six monthly communications update report (attached).

The Committee received a report in respect of communications, including the Town Council website social media channels, electronic signage and overall communications strategy.  It was noted that over 6,000 social media messages had been scheduled over the last year and that a specific social media strategy for 2023 was in development.

The Committee agreed the website and communications were excellent and offered members of the public a wealth of information provided by the Town Council and local community organisations.

RESOLVED to note the information regarding Town Council communications.

To receive a report regarding proposed post-election arrangements (attached) and to consider the recommendation/s contained therein.

The Committee received a report to provide information and seek committee feedback regarding arrangements leading up to and after elections in May 2023.  This included arrangements for retiring councillors as well as induction and training for new councillors from May 9^th onwards and was based on feedback from current councillors when surveyed in summer 2022.

It has been suggested that a ‘visioning’ exercise to determine priorities for the new administration might be undertaken in summer 2023 following the election and prior to development of the 2024-25 budget, but it was noted and agreed that the timescale and methodology for determination of future council priorities would be set by the new administration following election.

RESOLVED to note the report.

To receive a report regarding meeting room hire at the White House (attached) and to consider the recommendation/s contained therein.

The Committee received a report to seek approval that no increase be applied to White House charges from 1 April 2023. 

The Committee agreed that charges not be increased on this occasion given the higher than usual level of inflation. An amendment to policy was agreed to specify that free of charge use of White House meetings rooms should be for community and not-for-profit groups operating within Leighton Linslade Parish.

RESOLVED

(a)  To note the report.

(b)  To endorse that no increase be made to White House room hire fees and charges from 1 April 2023.

To consider the following Motion proposed by Councillor S Jones and seconded by Councillor C Palmer:

“This Council requests Andrew Selous MP to facilitate a meeting, whether face to face or remotely, between Neil O’Brien MP, Minister for Primary Care and Public Health and representatives of the Town Council, to explore the issues and potential solutions regarding the wholly and increasingly inadequate provision of primary health services in Leighton-Linslade, which is causing significant frustration, anxiety and detriment to the rapidly growing population of the town”.

 The committee received a motion proposed by Councillor Jones and seconded by Councillor Palmer:

This Council requests Andrew Selous MP to facilitate a meeting, whether face to face or remotely, between Neil O’Brien MP, Minister for Primary Care and Public Health and representatives of the Town Council to explore the issues and potential solutions regarding the wholly and increasingly inadequate provision of primary health services in Leighton-Linslade, which is causing significant frustration, anxiety and detriment to the rapidly growing population of the town.

An amendment to this motion was then proposed by Councillor Goodchild and seconded by Councillor Owen to read:

This Council, noting the failure of the BLMK ICD and CBC over the past three years to (a) provide a Financial Plan for the promised Health Hub along with new GP surgeries for eastern Leighton Buzzard and Linslade, (b) consult local patients and this council on either the possible services or location of the Hub and (c) provide internal challenge at CBC Level and recognising the level of public outrage at this institutional abandonment by officers and Members paid from the public’s taxes.

Calls on Andrew Selous MP to

(a)  Announce action now to recruit doctors and nurses to fill existing vacancies in our three existing GP surgeries to improve the current wait for appointments

(b)  Abandon now his suggestion made at the 9 February public meeting of relying on funds raised from the disposal of land in Vandyke Road, which would produce just 2% of the cost of building the Hub and two surgeries – a fig leaf for the problems

(c)  Secure now a public commitment from BLMK ICB for real public consultation as is done for example by Norfolk and Waveney ICB.

(d)  Demand that his Government direct BLMK ICB now to redirect its spending priorities to fund the Leighton Buzzard Health Hub and two new GP surgeries (in conjunction with  whichever Minister is prepared to act to give Leighton Buzzard residents a health service in return for their taxes.

(e)  Announce now a change in his policy of trying to influence lead figures from ICB, CBC and Government behind closed doors and on public platforms and instead ally himself with local people and their representative groups in a Peoples’ Alliance to force these monoliths to listen to and act on the voice of local people.

(f)   Throw his weight now behind a major CBC overhaul of the failing infrastructure funding mechanism.

It was noted that this did not represent an amendment in accordance with Standing Order 1 (e). In order to permit discussion, it was proposed that Standing Orders be suspended.

RESOLVED to suspend Standing Orders to allow discussion of the amended Motion proposed.

Following discussions, the amended motion was put to a vote and was not carried (2 in favour, 3 against and 4 abstentions). 

The substantive motion was then put to the vote and carried (5 for, 4 abstentions).

RESOLVED this Council requests Andrew Selous MP to facilitate a meeting, whether face to  ...  view the full minutes text for item 457/PF

The Committee may consider it appropriate to consider the following resolution should they consider that any discussion would be prejudicial to the public interests: that, under the Public Bodies (Admissions to Meetings) Act 1960, the public be excluded on the grounds of the confidential nature of the business about to be transacted which involves the likely disclosure of exempt information. The public and press to withdraw from the meeting during consideration of detailed discussion regarding:   

RESOLVED that, under the Public Bodies (Admissions to Meetings) Act 1960, the public be excluded on the grounds of the confidential nature of the business about to be transacted which involves the likely disclosure of exempt information.  The public and press to withdraw from the meeting during consideration of detailed discussion regarding:

The Committee received and considered a report with an overview of the awarding of a contract to provide security services at Town Council events in the financial year 2023-2024.

RESOLVED to award Company A (SRM) the contract to undertake the provision of security services at the events programme in financial year 2023-24.